Terms of Service

These terms govern your use of the SmartScanit Group website (smartscanitgroup.co.uk) and any product operated by SmartScanit Group Ltd on the SenseEngine™ platform, including LedgerSense™, LedgerSense Ltd, AnalystSense and the wider Sense-suite. By using our site or engaging any of our services you agree to these terms.

1. Who we are

2. What LedgerSense and the Sense-suite are — and are not

LedgerSense and every other Sense-suite product is a document-preparation and document-intelligence tool for regulated professionals. Our outputs — schedules, statements, reconstructions, reviews and reports — are working documents intended to be reviewed, adjusted and signed off by a qualified practitioner before use.

We are not a firm of solicitors, accountants, insolvency practitioners, tax advisers or financial advisers. Nothing we produce constitutes legal, tax, accounting, insolvency or financial advice. You remain responsible for the professional judgement applied to any output we prepare and for the decisions you or your client take on the strength of it.

3. Pilot and paid engagements

Pilot and paid engagements are governed by the written engagement letter or order form we issue to you. Where these terms and an engagement letter conflict, the engagement letter prevails for that engagement.

Pilot engagements are provided on the basis that they are limited in scope, offered to help both parties assess fit, and may be modified or discontinued with reasonable notice. Pricing during a pilot is set out in the pilot letter.

4. Acceptable use

You agree not to:

• Upload documents you do not have the legal right to process or share with us.
• Use our services to prepare or facilitate anything unlawful, fraudulent, defamatory, or infringing of another person's rights.
• Attempt to reverse-engineer, resell, sublicence or scrape the platform, its schemas, its outputs or its underlying models.
• Circumvent authentication, quotas, rate limits or audit controls, or use the service on behalf of an undisclosed third party.
• Upload malware, or use the platform in a way that materially impairs the service for other customers.

We may suspend or terminate access if we reasonably believe you are in material breach of this section, with notice unless the breach is severe enough to require immediate action.

5. Intellectual property

SmartScanit Group Ltd owns the platform, the SenseEngine™ engine, the trade marks (SmartScanit™, LedgerSense™, AnalystSense, SenseEngine™, IntelliForm™ and the other Sense-family marks), our source code, prompts, schemas, templates and documentation.

You retain ownership of the source documents you upload and of the personal data contained in them. You grant us a limited, non-exclusive licence to process those documents solely for the purpose of delivering the service you have engaged us to deliver.

Outputs generated for your engagement are licensed to you for use in your practice and for delivery to your own client. You may re-use, adapt and file them without further permission from us. We may retain de-identified operational metadata (matter type, volume, aggregated timings) to run and improve the platform.

6. Fees, invoicing and payment

Fees for paid services are set out in the applicable order form or engagement letter. Unless stated otherwise, fees are quoted in pounds sterling, exclude VAT, and are payable within 14 days of invoice date by bank transfer or Direct Debit.

We may suspend delivery of services if fees are more than 30 days overdue, after written notice. Interest may be charged on late payment at the rate provided under the Late Payment of Commercial Debts (Interest) Act 1998.

7. Confidentiality and data protection

We treat the working documents you upload as confidential and only disclose them to those of our people who need access to deliver the service. Personal data is processed in line with our Privacy Policy. Where we act as your data processor, our data processing addendum applies and takes precedence over any inconsistent term of these terms for the processing it governs.

8. Warranties and disclaimers

We will provide the service with reasonable skill and care. We do not warrant that the service will be uninterrupted, error-free, or that any specific output will be free from every inaccuracy. The service is document-preparation software: outputs are drafts for professional review, not final work product.

To the maximum extent permitted by law, all other warranties, whether express or implied, are excluded — including any implied warranty of merchantability or fitness for a particular purpose.

9. Liability

Nothing in these terms limits or excludes liability that cannot be limited or excluded by law — including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

Subject to the paragraph above, our aggregate liability arising out of or in connection with these terms or any related engagement — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — is limited to the greater of (a) the fees paid by you to us in the twelve months preceding the event giving rise to the claim, and (b) £5,000.

We are not liable for any indirect, special or consequential loss, loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or loss or corruption of data, howsoever arising.

10. Termination

Either party may terminate a pilot with 14 days' written notice. Paid engagements may be terminated as set out in the applicable engagement letter. Termination does not affect rights and obligations accrued up to the date of termination, and clauses that by their nature should survive (including confidentiality, intellectual property, liability and governing law) do survive.

On termination, at your request, we will return or securely delete your working documents in line with the retention section of our Privacy Policy.

11. Changes to these terms

We may update these terms. Material changes will be notified to active customers by email at least 14 days before they take effect, and the "Last updated" date at the top of this page will change. Continued use of the service after that date constitutes acceptance of the updated terms.

12. Governing law and jurisdiction

These terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

13. Contact